How to Enter a Sales Order from a Customer PO in Epicor Kinetic
Sales order entry turns a customer's purchase order into a sales order in Epicor Kinetic. The order desk reads the PO, maps the customer, ship-to, ship via and every customer part number to internal records, checks for duplicates and restricted items, then keys the header and lines and sends the buyer an acknowledgement.
Mistakes here flow straight into picking, shipping and invoicing, so mapping and exception checks matter as much as typing speed. This guide walks through each step in the order shown in the recording, using a five-line Calloway Scientific PO that includes a hazmat part needing approval.
- Who does itCustomer service / order entry
- How oftenDaily, volume-driven
- Steps12 steps · 4 systems
- By hand2 to 16 hrs/day, scales with volume
Watch the full workflow
every click in this recording is an AI agent — no one is touching the keyboard.
In the recording, an AI agent opens the Customer Orders inbox and parses Calloway Scientific PO 21061275 (5 lines, $2,256.00) from its PDF. In Epicor Kinetic it maps customer 7320, ship-to CLE-LAB and UPS Ground, cross-references all five customer part numbers, finds no duplicate PO, and flags RG-3310 (HAZMAT-8) as restricted. The order desk approves by email, then the agent keys the header, lines and a Customer PO notes memo, saves sales order 281463, prints the Sales Order Acknowledgement and emails it to the buyer.
- 1:30Read the PO email and attachment
- 2:00Capture the order details from the PDF
- 2:20Map customer, ship-to and ship via
- 2:45Cross-reference customer part numbers
- 3:00Check for a duplicate PO
- 3:20Check restricted parts and other exceptions
- 3:30Request order-desk approval
- 4:10Enter the order header
- 4:30Enter the order lines
- 4:45Add the Customer PO notes memo
- 5:00Save and print the acknowledgement
- 5:40Email the buyer the confirmation
Systems involved
You need access to each of these before you start. In the recording the agent works in all of them from one desktop, signed in as the user.
- Epicor Kinetic (browser)ERP: Customer, Customer Part Cross Reference, Part, Order Entry, Memos and the Sales Order Acknowledgement report
- Outlook (web)Customer Orders mailbox, order-desk approval email and the confirmation back to the buyer
- Customer PO PDFCalloway_PO_21061275.pdf, the source of the order header and lines
- Sales Order Acknowledgement PDFSalesOrderAck_281463.pdf generated in Kinetic and attached to the buyer email
What you start with
- Customer PO email with PDF attachment
- Customer master (ship-to records, Ship Via aliases)
- Customer Part Cross Reference
- Part master restriction flags
What you end with
- Sales order in Epicor Kinetic with header, lines and memo
- Sales Order Acknowledgement PDF
- Approval request email to the order desk
- Confirmation email to the buyer with the order number
The workflow at a glance
Action Decision Human review Select a step to jump to how it's done.
- 01 Action · Outlook Read the PO email and attachment
- 02 Action · Customer PO PDF Capture the order details from the PDF
- 03 Action · Epicor Kinetic - Customer Map customer, ship-to and ship via
- 04 Action · Epicor Kinetic - Customer Part Cross Reference Cross-reference customer part numbers
- 05 Decision · Epicor Kinetic Check for a duplicate PO Yes A matching order exists: stop and route the PO to a person. No No duplicate: continue to the restricted-part check.
- 06 Decision · Epicor Kinetic - Part Check restricted parts and other exceptions Yes Exception found: request order-desk approval. No Clean order: enter it directly.
- 07 · Human review · Outlook Request order-desk approval
- 08 Action · Epicor Kinetic - Order Entry Enter the order header
- 09 Action · Epicor Kinetic - Order Entry > Lines Enter the order lines
- 10 Action · Epicor Kinetic - Memos Add the Customer PO notes memo
- 11 Action · Epicor Kinetic - Sales Order Acknowledgement Save and print the acknowledgement
- 12 Action · Outlook Email the buyer the confirmation
Step-by-step: how to do it
-
Action · Outlook · 1:30 in the video
Read the PO email and attachment
Open the Customer Orders inbox and the new purchase order email, then open the PDF attachment. Note the customer, PO number and date, ship-to, ship via, required-by date, every line and any delivery notes in the email body.
In the video- Subject
- Purchase Order 21061275
- From
- purchasing@calloway-sci.example
- Attachment
- Calloway_PO_21061275.pdf
- The body asks to ship to the Cleveland lab and send the acknowledgement.
-
Action · Customer PO PDF · 2:00 in the video
Capture the order details from the PDF
Write down or copy every header field and each line: customer part number, description, quantity, UOM and unit price. Add up the lines and confirm they match the PO total before going into Kinetic.
In the video- PO
- 21061275
- Dated
- 09/28/2026
- Ship to
- Cleveland Lab, 4810 Lakeside Ave, Cleveland OH 44114
- Ship via
- UPS GROUND
- Need by
- 10/09/2026
- Lines
- 5, e.g. CS-40117 Digital Photometer MT-900, 1 EA at 1,245.00
- Total
- $2,256.00
- Note
- Deliver to Receiving, Dock 2, Mon-Fri 7:00 AM - 3:00 PM
-
Action · Epicor Kinetic - Customer · 2:20 in the video
Map customer, ship-to and ship via
Find the customer in Customer Maintenance (the buyer's email domain is a quick way in). Match the PO ship-to address to one of the customer's ship-to records, and match the ship via text on the PO to the customer's Ship Via aliases.
In the video- Customer
- 7320 CALLOWAY SCIENTIFIC (calloway-sci.example, Net 30)
- Ship-to
- CLE-LAB, 4810 Lakeside Ave, Cleveland OH 44114
- Ship via
- 'UPS GROUND' matches the alias for UPS Ground (UPSG)
-
Action · Epicor Kinetic - Customer Part Cross Reference · 2:45 in the video
Cross-reference customer part numbers
For each PO line, look up the customer part number in Customer Part Cross Reference to get the internal part. Confirm the PO price matches and note whether the Restricted box is checked.
In the video- Line 1 · CS-40117 -> MT-900 Price matches
- Line 2 · CS-40122 -> MT-900-CAL Price matches
- Line 3 · CS-31044 -> RG-1044 Price matches
- Line 4 · CS-31390 -> RG-3310 Restricted part
- Line 5 · CS-20510 -> CV-10 Price matches
-
-
Decision · Epicor Kinetic · 3:00 in the video
Check for a duplicate PO
Before creating anything, search existing sales orders for this customer by customer PO number. An existing order with the same PO means this one may already be entered.
- If yes A matching order exists: stop and route the PO to a person.
- If no No duplicate: continue to the restricted-part check.
In the videoDuplicate check: no sales order for customer 7320 uses PO 21061275.
-
Decision · Epicor Kinetic - Part · 3:20 in the video
Check restricted parts and other exceptions
Open the Part record for any restricted line and read the restriction type, hazard class and shipping requirements. A restricted part, a missing mapping or a duplicate sends the order to the order desk for review instead of straight into entry.
- If yes Exception found: request order-desk approval.
- If no Clean order: enter it directly.
In the videoPart RG-3310 Sodium Hypochlorite Std 12.5%, 1 L.
- Message
- Restricted part: sales orders need approval before release.
- Class
- HAZMAT-8, DOT Class 8 - Corrosive (UN1791)
- Shipping
- ground shipment only, Safety Data Sheet required
- On hand
- 48 in HAZ-CAB-02
-
Human review · Outlook · 3:30 in the video
Request order-desk approval
Email the order desk a side-by-side of PO values versus Kinetic values for the header and lines, with the exception highlighted, and ask for Approve or Reject. If rejected, nothing is entered and the exception goes back to the buyer.
In the video'Approval needed: restricted part on Calloway PO 21061275' sent to the order desk; the approver clicks Approve with the note that the customer is set up to receive hazmat and to ship ground only, with the SDS.
-
Action · Epicor Kinetic - Order Entry · 4:10 in the video
Enter the order header
Open Order Entry and create a new sales order. Enter the customer, the customer PO number, the ship-to customer and ship-to ID, ship via and need-by date.
In the video- Customer
- 7320
- PO
- 21061275
- Ship To
- CLE-LAB
- Ship Via
- UPS Ground
- Need By
- 10/9/2026
-
Action · Epicor Kinetic - Order Entry > Lines · 4:30 in the video
Enter the order lines
Add one order line per PO line using the internal part number, quantity, UOM and unit price. When done, confirm the order total equals the PO total.
In the video- Lines
- MT-900, MT-900-CAL, RG-1044, RG-3310, CV-10
- Order Total
- 2,256.00
-
Action · Epicor Kinetic - Memos · 4:45 in the video
Add the Customer PO notes memo
Add a header memo titled Customer PO notes. Include the delivery instructions from the PO and, for any exception, who approved it, when, and the conditions.
In the video'Deliver to Receiving, Dock 2, Mon-Fri 7:00 AM - 3:00 PM. Reference PO 21061275 on all packing slips. RG-3310 restricted (HAZMAT-8): approved by [order desk] 09/29/2026. Ship ground only, with the SDS.'
-
Action · Epicor Kinetic - Sales Order Acknowledgement · 5:00 in the video
Save and print the acknowledgement
Save the order to get the sales order number. Run the Sales Order Acknowledgement report filtered to that order and check the total before sending it.
In the video- Message
- Sales Order 281463 saved successfully
- Acknowledgement
- 281463, Order Total (USD) $2,256.00
-
Action · Outlook · 5:40 in the video
Email the buyer the confirmation
Reply to the buyer, copying the order desk, with the order number, PO number, total, need-by date, a line table, ship-to and ship via, and any regulated-item note. Attach the acknowledgement PDF.
In the video- Subject
- Sales order 281463 created for your PO 21061275
- Cc
- orders@acme-industries.example
- Attachment
- SalesOrderAck_281463.pdf
- Sent
- 8:22 AM
Rules, exceptions and controls
Rules to follow
- Nothing restricted is entered in Kinetic until a person approves it.
- No existing sales order for the same customer may use the same customer PO number.
- Every customer part number must map through the Customer Part Cross Reference, and the PO price must match.
- The PO's ship via text is matched against the customer's Ship Via aliases.
- Restricted part RG-3310 requires sales approval, ground shipment only and a Safety Data Sheet.
When something doesn't match
- Restricted (hazmat) part on a line: hold for order-desk approval.
- Missing customer, ship-to or part mapping: route to a person.
- Duplicate customer PO: route to a person.
- Approval rejected: order is not entered and the exception is emailed back to the buyer.
Controls and audit trail
- Approve/Reject decision by the order desk before any restricted part is entered.
- Approver and approval date recorded in the Customer PO notes memo.
- Order total reconciled to the PO total ($2,256.00) before saving.
- Order desk copied on the buyer confirmation.
Practitioner tips
- Keep the Customer Part Cross Reference current; most entry errors start with a customer part that maps to the wrong internal part or price.
- Run the duplicate PO check first, before you spend time mapping lines.
- Write approvals and delivery instructions into the order memo so shipping sees them without hunting through email.
- Tie the order total back to the PO total every time; it catches a missed line or a wrong quantity.
- Let reps spend their time on exceptions (restricted parts, missing mappings, price mismatches) rather than clean orders.
About this recording
In the recording, the agent read the PO email, mapped and validated it in Kinetic, requested and received order-desk approval for the restricted part, then created sales order 281463 and emailed the acknowledgement to the buyer.
Documented the way you'd train a new hire — and the same way an agent learns it.
Frequently asked questions
How do you enter a sales order from a customer PO in Epicor Kinetic?
Look up the customer, ship-to and ship via, map each customer part number through the Customer Part Cross Reference, and check for duplicates and restricted parts. Then create the order in Order Entry with header and lines, save it and print the Sales Order Acknowledgement for the buyer.
How are customer part numbers mapped to internal parts in Kinetic?
The Customer Part Cross Reference links each customer part number to an internal part, for example CS-40117 to MT-900. Check every PO line against it and confirm the price matches before entering the line.
What happens when a PO contains a restricted or hazmat part?
Hold the order and send the order desk an approval request with the restriction details. Enter the order only after approval, and record the approver, date and shipping conditions in the order memo.
How do you prevent duplicate sales orders from the same PO?
Before entry, search the customer's existing sales orders for the same customer PO number. If one exists, route the PO to a person instead of creating a second order.
How do you send a sales order acknowledgement from Epicor Kinetic?
After saving the order, run the Sales Order Acknowledgement report for that order number, save the PDF and email it to the buyer with the order number, lines and shipping details.
Can an AI agent do sales order entry in Epicor Kinetic?
Yes. As shown in the video, the agent works the same Outlook and Kinetic screens a person does, from reading the PO to emailing the acknowledgement, with the order desk approving the restricted-part exception.